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HomeMy WebLinkAbout06. Approve reclassification of the Records Program Administrator classification and incumbent Eileen Hansen to Deputy Secretary of the District; salary adjustment from S62 to S71; add one Adiministrative Services Assistant position; and cancel vacantDCENTRALSAN MEETING DATE: JULY20, 2023 BOARD OF DIRECTORS POSITION PAPER Page 1 of 7 Item 6. SUBJECT: APPROVE RECLASSIFICATION OF THE RECORDS PROGRAM ADMINISTRATOR CLASSIFICATION (S62:$3,755.98 -$4,543.29 Bl- WEEKLY)AND INCUMBENT EILEEN HANSEN TO DEPUTYSECRETARY OF THE DISTRICT (S71:$4,652.12 - $5,628.16 BI -WEEKLY); SALARY ADJUSTMENT FOR DEPUTY SECRETARY OF THE DISTRICT CLASSIFICATION FROM S62 ($3,755.98-$4,543.29 BI-WEEKLY)TO S71 ($4,652.12 -$5,628.16 BI -WEEKLY; ADD ONE ADMINISTRATIVE SERVICES ASSISTANT POSITION (S58:$3,416.76 - $4,128.78 BI -WEEKLY); AND CANCEL THE VACANTASSISTANT TO THE SECRETARY OF THE DISTRICT POSITION (S62:$3,755.98 - $4,543.29 BI -WEEKLY) SUBMITTED BY: TEJ I O'MALLEY, HUMAN RESOURCES AND ORGANIZATIONAL DEVELOPMENT MANAGER Roger S. Bailey General Manager INITIATING DEPARTMENT: OFFICE OF THE GENERAL MANAGER - HUMAN RESOURCES ISSUE Board approval is required for both salary adjustments and reclassifications. BACKGROUND With the recent resignation of the Assistant to the Secretary of the District, the District has had the opportunity to review the work needs and structure of the Secretary of the District division. It has been determined that additional administrative support would be in the best interest of the division. Currently the division has two program supervisors, the Records Program Administrator who oversees the records function, and the Assistant to the Secretary of the District who oversees the board function. These positions share one administrative support position. It has been determined that a more effective structure would be to have one program supervisor that oversees both functions and two administrative support positions, one that supports each function. This reorganization can be accomplished without adding to the July 20, 2023 Regular Board Meeting Agenda Packet - Page 35 of 112 Page 2 of 7 net number of positions as follows: The functions of the Assistant to the Secretary of the District and the Records Program Administrator will be consolidated into one classification titled Deputy Secretary of the District and the current Records Program Administrator will be reclassified to Deputy Secretary of the District. To compensate the incumbent for the additional duties and responsibilities that come with overseeing both functions, the salary of the classification will be reallocated resulting in an eight - percent increase. Staff has reviewed the salaries of other internal supervisory positions and determined this is an appropriate salary. (Attachment 1) One Administrative Services Assistant position will be added and the vacant Assistant to the Secretary of the District position will be canceled. These actions will ensure that the division has the appropriate classifications and positions to perform the required work in the most proficient and productive manner. The new job description for the Deputy Secretary of the District is included as Attachment 2. ALTERNATIVES/CONSIDERATIONS Do not approve the salary reallocation for the Deputy Secretary of the District, the reclassification of the Records Program Administrator to Deputy Secretary of the District, and the addition of the Administrative Services Assistant position. If these actions are not approved the division will not have the appropriate classifications to most effectively and efficiently perform the work of the unit. FINANCIAL IMPACTS If approved, the salary adjustment, reclassification, and additional position will result in an annual cost of $18,107.32 including benefits at the maximum step of the salary range. COMMITTEE RECOMMENDATION This matter was reviewed by the Administration Committee on July 11, 2023, and they recommended Board approval. RECOMMENDED BOARD ACTION Approve Human Resources recommendation to reallocate the salary of the Deputy Secretary of the District classification; reclassify the position of Records Program Administrator and incumbent Eileen Hansen to Deputy Secretary of the District; add one Administrative Services Assistant position; and cancel one Assistant to the Secretary of the District position. Strategic Plan re -In GOAL THREE: Workforce Diversity and Development Strategy 3 - Retain skilled workers by investing in resources and opportunities for all employees to grow and thrive GOAL FOUR: Governance and Fiscal Responsibility Strategy 1 - Promote and uphold ethical behavior, openness, and accessibility ATTACHMENTS: 1. Deputy Secretary of the District Calculations 2. Deputy Secretary of the District Job Description July 20, 2023 Regular Board Meeting Agenda Packet - Page 36 of 112 ACTION delete Assistant to the Secretary of the District add Administrative Services Assistant Reclass Proposed Depty SOD Salary Current class salary Difference Difference plus incremental benefits TOTAL COST OF ACTION: $18,107.0322 Attachment 1 max biweekly max yearly max yearly with benefits s62 $4,543.29 $118,125.54 $167,738.2668 CANCEL s58 $4,128.78 $107,348.28 $152,434.5576 ADD $15,303.7092 COST SAVINGS s71 $5,628.16 $146,332.16 s62 $4,543.29 $118,125.54 $28,206.62 July 20, 2023 Regular Board Meeting Agenda Packet - Page 37 of 112 Page 4 of 7 ATTACHMENT 2 ,oeV' CENTRAL SAN DEPUTY SECRETARY OF THE DISTRICT Updated: July 2023 DEFINITION Under general supervision, performs a broad range of professional and administrative duties in support of the day-to-day operations of the Secretary of the District division; assists in the planning and development of all required processes; coordinates and monitors processes related to agendas, minutes, ordinances, resolutions, contracts, agreements, and official records of the District; administers the District's Records Program established by Board Policy (BP 006) by maintaining the Records Retention Schedules, developing and implementing the supporting administrative procedures, providing training, administering the records management software system; supervising the activities of the Records Program and assigned personnel; managing the operation of the on-site records warehouse and managing the off-site storage vendor services. Additionally, serves as the organization -wide Public Records Act coordinator and oversees response compliance; performs work that requires interpretation and analysis of information; provides recommendations on problem resolution; participates in short and long range planning; and performs other duties as assigned. SUPERVISION RECEIVED AND EXERCISED Receives general supervision from the Secretary of the District. Provides direct supervision over assigned administrative support staff. CLASS CHARACTERISTICS This classification is responsible for the administration and daily operations of the Office of the Secretary of the District functions and activities, under the direction of the Secretary of the District. This classification performs a variety of administrative duties, including developing Board of Directors agendas, drafting Committee meeting minutes as assigned, administration of filings, and coordinating with other District departments. This class is further distinguished by its responsibility to design, plan, implement, evaluate and modify the activities and procedures of the Records Program; The nature, scope, and diversity of responsibilities of this classification require a broad understanding of District functions and the capability of relieving the Secretary of the District of day-to-day office administrative and coordinative duties, as well as fulfilling some of the duties in his or her absence, including attending Board or Committee meetings on behalf of the Secretary of the District as assigned, and receiving/processing claims against the District. EXAMPLES OF TYPICAL JOB FUNCTIONS The following job functions are typical for this classification. Incumbents may not perform all of the listed job functions and/or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices. ➢ Coordinates the preparation of Board of Directors regular and committee meeting agendas and related documents in accordance with legal requirements; performs administrative duties and follow through on directives of the Board of Directors and management staff in accordance with established District policies and procedures and applicable statutes; interacts with various departments for supporting documentation, and publishes official notices as required. July 20, 2023 Regular Board Meeting Agenda Packet - Page 38 of 112 Page 5 of 7 Deputy Secretary of the District Page 2 of 4 ➢ Functions as liaison with other District staff, the general public, and outside agencies and organizations; monitors, analyzes, and interprets information regarding operating policies and procedures. ➢ Ensures the execution of confidential and complex administrative, technical, and programmatic duties; performs a variety of duties in supporting and/or managing special projects; resolves problems having a significant impact on the overall operations of assigned programs. ➢ Provides staff support in the preparation, review, and implementation of various administrative policies, procedures, rules, and regulations in accordance with sound organizational practices; monitors Federal, State, and local legislative activities on matters that may impact District processes and/or its business plan. ➢ Provide end-user training and technical support for the records management software system (Versatile Enterprise). ➢ Serve as the administrator of the records management software system by managing user rights and security; database configuration including adding, deleting, updating records series numbers, titles, retention periods; developing queries and reports, and verifying the accuracy of data. ➢ Coordinate updates and upgrades to the records management software system with the Information Technology Division; identify errors and resolve with the vendor support technicians; report unresolved issues to the Information Technology Division. ➢ Create and update the Records Program procedures manual, recommend policy amendments, implement new or revised procedures, and provide training. ➢ Manage the off-site records storage vendor's contracted services, serve as the contract manager, verify invoice accuracy and approve payment. ➢ Coordinate and track responses to Public Records Act requests, acquire District Counsel guidance as needed, prepare response when assigned, and maintain the official requests and responses file. ➢ Evaluate the procedures and operations of the Records Program to determine optimum efficiency, develop conclusions and recommend changes and improvements. ➢ Research, compile, and analyze data, report findings and recommendations. ➢ Assist staff in researching historical actions of the Board. ➢ Supervises staff, monitors work activities; assists in determining work priorities; trains assigned employees in their area of work; ensures adherence to established policies and procedures; provides point of reference for employees by possessing higher-level skills ➢ Performs related duties as required. KNOWLEDGE, SKILLS, AND ABILITIES Knowledge of: ➢ Principles and practices of confidential and complex administrative, technical, and programmatic duties related to Board of Directors meetings and activities; preparation and distribution of minutes of meetings; processing and recording of actions and documents approved by the Board. ➢ Records legal and regulatory compliance requirements, such as records of a Special District (Gov. Code. § 60200 et seq.), the Public Records Act (Gov. Code § 6250 et. seq.), the Secretary of State's Local Government Records Management Guidelines, etc.; and best practices for a government agency. ➢ Methods and techniques of data collection, research, and report preparation. ➢ Modern and complex principles and practices of records and information management. ➢ Principles and practices of records retention schedules, destruction approvals, and records storage. ➢ Principles, practices, and techniques used in the preservation of records. ➢ Work organization and office management principles and practices. ➢ Principles of business letter writing. July 20, 2023 Regular Board Meeting Agenda Packet - Page 39 of 112 Page 6 of 7 Deputy Secretary of the District Page 3 of 4 ➢ Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility. ➢ Modern office practices, methods, and computer equipment and applications related to the work, including word processing, database, and spreadsheet applications. ➢ English usage, grammar, spelling, vocabulary, and punctuation. ➢ Principles and practices of management and supervision. Ability to: ➢ Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals. ➢ Provide information and organize material in compliance with laws, regulations, policies, and procedures. ➢ Prepare complete and concise agenda packages for the Board of Directors and the general public. ➢ Maintain confidentiality in maintaining critical and sensitive information, records, and reports. ➢ Develop and implement records management program goals, objectives, and priorities. ➢ Interpret technical information for a variety of audiences. ➢ Respond to requests and inquiries from the general public. ➢ Interpret, apply, explain, and ensure compliance with Federal, State, and local policies, procedures, laws, rules, and regulations. ➢ Compile material for reports, correspondence, policies, procedures, and other written materials. ➢ Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical deadlines. ➢ Supervise direct report(s). ➢ Resolve conflict by establishing workable solutions and alternative approaches. ➢ Use English effectively to communicate in person, over the telephone, and in writing. ➢ Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work. ➢ Utilize various types of software programs, including Microsoft Office ➢ Learn or adapt to the District's electronic database and agenda management programs, intranet and website software, and other programs utilized by the Secretary of the District's Office. MINIMUM QUALIFICATIONS Education: Equivalent to a Bachelor's degree from an accredited college or university with major study in library science, records and information management, business administration, public administration, computer information systems, or a closely related field. Experience: Five years of full-time increasingly responsible administrative support experience that must have included experience managing records and information for a public agency, administering an organization -wide records management program, using records and information management software systems, and maintaining records retention schedules. Experience supporting a Board of Directors, a City Council, department head or similar public agency environment is highly desirable. Substitution for Education: Additional qualifying experience as noted above may be substituted for the Bachelor's degree on a year for year basis. July 20, 2023 Regular Board Meeting Agenda Packet - Page 40 of 112 Page 7 of 7 Deputy Secretary of the District Page 4 of 4 Licenses and Certifications: ➢ Possession of a valid California driver's license. ➢ Possession of, or willingness to acquire, California notary public certification. ➢ Possession of, or willingness to acquire, one or more of the following is highly desirable: Certified Municipal Clerk, Certified Records Analyst (CRA), Certified Records Manager (CRM), Certified Information Professional (CIP), Information Governance Professional (IGP), or any other certifications relating to records and information governance. PHYSICAL DEMANDS Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various District and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing in and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to frequently lift, carry, push, and pull materials and objects weighing up to 25 pounds and occasionally up to 35 pounds. ENVIRONMENTAL ELEMENTS Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical or chemical substances. OTHER REOUIREMENTS All Central San employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the District requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker -related training as assigned, and to return to work as ordered in the event of an emergency. Central San requires that all employees be fully vaccinated for Covid-19. Change History DATE CHANGE COMMENTS 7/2020 Revised Updated language and formatting per District Class Study. 7/2023 Revised and Classification combined with former class of Records Program Administrator and Retitled updated to reflect increased duties and responsibilities. July 20, 2023 Regular Board Meeting Agenda Packet - Page 41 of 112