Sacramento Public Library Authority

Transcription

1 Sacramento Public Library Authority July 26, 2018 Agenda Item 7.6: Human Resources Update: Revised Position Descriptions and Position Control TO: FROM: RE: Sacramento Public Library Authority Board Rivkah K. Sass, Library Director Georgia Cochran, Human Resources Consultant Human Resources Update: Position Descriptions and Position Control RECOMMENDED ACTION(S): Adopt Resolution 18-24, approving the changes in Position Descriptions and Position Control as set forth in Exhibits A-D: Exhibit A: Position description for Facilities Manager Exhibit B: Position description for Facilities Projects Manager Exhibit C: Position description for Human Resources Manager I/II Exhibit D: Revised Position Control, adding 1 FTE Librarian REASON FOR RECOMMENDATION The Library continues to undergo organizational changes that create opportunities to review a number of management positions and align job descriptions with operational needs and changing expectations. As part of this realignment, staff is recommending that the position of Facilities Operations Manager (approved by the Board in 2014) be returned to the description for a Facilities Manager. Staff also recommends that the Facilities Projects Manager position description replace the current Capital Projects Manager classification description, as it more accurately reflects the scope of work that is performed by staff in that position. In addition to these changes, Library staff has been working through recommendations for changes to the Human Resources Department made by consultants Georgia Cochran and Bob Deis of the Public Management group. After interviewing various staff and managers, reviewing policies and practices, and considering the challenges and costs related to hiring a Human Resources Manager, and determining that a recruitment for a new Human Resources manager would be need to be done by a professional search firm and the hiring salary would need to be in the upper ranges of the Management Broadband, a different approach was suggested. Rather than go through a costly recruitment process that might result in disappointment, the Library will do an internal recruitment with the plan of growing our own Human Resources Manager. In order to be flexible, creative and as broad as possible, the proposed Human Resources Manager position will include two levels with different requirements for education and experience. Succession planning is at the top of our minds right now and staff members believe these changes will help the organization move forward, build the management team that the system needs, and provide the leadership necessary to continue to be a national model. Revised Position Control Addition of 1.0 FTE Librarian Sacramento needs to be a community of readers, with all children starting school ready to read. Based on recent experiences with a First 5 grant and the growing number of participants in the Library s early literacy

2 Sacramento Public Library Authority July 26, 2018 Agenda Item 7.6: Human Resources Update: Revised Position Descriptions and Position Control efforts, an additional youth services librarian is needed, especially one with Spanish language skills. To that end, staff is recommending the addition of 1.0 FTE youth services librarian. The librarian will provide support to all locations, much the same way the K-12 and Early Learning specialists are now deployed. The additional position will provide needed support, while looking outward to serve community needs and further the Library s mission. FISCAL IMPACT Salary savings will cover the cost of the addition of 1.0 FTE Librarian until the September final budget is drafted, at which point staff will recommend a budget augmentation in the amount of $85,000, inclusive of salary and benefits. ATTACHMENT(S): Resolution 18-24, approving the changes in Position Descriptions and Position Control as set forth in Exhibits A-D: Exhibit A: Position description for Facilities Manager Exhibit B: Position description for Facilities Projects Manager Exhibit C: Position description for Human Resources Manager I/II Exhibit D: Revised Position Control, adding 1 FTE Librarian

3 Sacramento Public Library Authority RESOLUTION NO Adopted by the Governing Board of the Sacramento Public Library Authority on the date of: July 26, 2018 APPROVING THE POSITION DESCRIPTIONS FOR FACILITIES MANAGER, FACILITIES PROJECTS MANAGER AND HUMAN RESOURCES MANAGER I/II, AS SET FORTH IN EXHIBITS A, B AND C AND THE ADDITION OF 1.0 FTE LIBRARIAN, AS SET FORTH IN EXHIBIT D NOW THEREFORE BE IT RESOLVED BY THE GOVERNING BOARD OF THE SACRAMENTO PUBLIC LIBRARY AUTHORITY AS FOLLOWS: 1. Approve the revised position description for Facilities Manager, as set forth in Exhibit A. 2. Approve the position description for Facilities Projects Manager, as set forth in Exhibit B. 3. Approve the revised position description for Human Resources Manager I/II, as set forth in Exhibit C. 4. Approve the revised position control adding 1.0 FTE Librarian, replacing the position of Facilities Operations Manager with a Facilities Manager, replacing the position of Capital Projects Manager with a Facilities Projects Manager, and modifying the Human Resources Manager position to include levels I/II, as set forth in Exhibit D. Jay Schenirer, Chair Darren Suen, Vice Chair ATTEST: Rivkah K. Sass, Secretary By: Linda Beymer, Assistant Secretary ATTACHMENT(S): Exhibit A: Position Description Facilities Manager Exhibit B: Position Description Facilities Projects Manager Exhibit C: Position Description Human Resources Manager I/II Exhibit D: Revised Position Control

4 Job Description FACILITIES MANAGER Item 7.6, Exhibit A Board Approved: 12/16/2014 Revision: 07/26/2018 Department: Facilities Unit: Administration Grade: Management Broad Band FLSA Status: Exempt/At Will JOB SUMMARY FLSA-exempt management position responsible for leading the planning, management and oversight of the Library s facilities needs, including maintenance and repair, capital planning, construction and renovation, custodial services, logistics, vehicle services, grounds maintenance, safety, security and procurement. Provides highly responsible, complex support to the Library Director and Deputy Directors; provides supervision and leadership to staff. MAJOR DUTIES AND RESPONSIBILITIES (Functions listed are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.) 1. Research, evaluate and recommend strategies for planning and improving Library facilities; 2. Direct the work of the Facilities Projects Manager and a diverse team of staff; 3. Lead the review and development of the Library Facility Master Plan and annual updates; 4. Plan, direct and manage facility maintenance and the logistical operations of the Library; 5. Develop short- and long-range plans for routine, preventive and major maintenance and repair of buildings, grounds, systems and equipment to ensure high-quality functioning facilities for library staff and customers; 6. Provide strategic direction for library-wide renovation and maintenance projects; 7. Provide support and information to library work teams, consultants, vendors, contractors and partner jurisdiction representatives to assist in facility planning, improvements, repairs and decision-making; 8. Ensure efficient administration of facility programs, including energy management and standards; 9. Develop, recommend, manage and monitor department and capital projects budgets; 10. Lead the development and implementation of building standards related to the design and planning of renovation and capital projects; 11. Direct feasibility studies for facilities and make recommendations regarding proposed modifications and enhancements; 12. Direct the Facilities Projects Manager to prioritize, schedule and address maintenance requests; 13. Oversee the selection, contracts and administration of contractors and vendors; 14. Perform other related duties as assigned. QUALIFICATIONS: Knowledge, Skills and Abilities 1. Knowledge of federal, State and local laws, regulations, ordinances and best practices relating to facilities and capital projects; 2. Principles and practices of project management; 3. Principles and practices of budget preparation and administration; 4. Excellent organizational skills and attention to detail; 5. Thorough understanding and experience in the principles and practices of organizing and managing complex facility operations, and the personnel assigned to these areas; 6. Ability to take prompt and proactive action to address issues, solve problems and support the organization; 7. Outstanding communication, negotiation and time-management skills; 8. Knowledge of trends and developments in facilities operations and management; 9. Thorough understanding of construction procedures and materials; 10. Ability to set, model and maintain a positive work environment to further the Library s mission, vision and goals;

5 11. Tact, foresight, creativity and problem-solving skills 12. Attention to detail and ability to meet deadlines. 13. Integrity, accountability and personal responsibility; 14. Ability to be resilient in an environment of limited resources and competing claims; 15. Ability to lead through collaboration, team-building and consultation; 16. Ability to set, model and maintain a positive work environment. EDUCATION AND EXPERIENCE Any combination of equivalent education and experience that could likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities required would be: Bachelor s degree from an accredited college or university in civil, mechanical or electrical engineering, construction management, institutional or facility management, architecture, public administration or business administration. A master s degree in the same or related field is preferred and seven (7) years management experience in facilities planning, maintenance services, capital building and improvement projects. Experience working with commercial buildings is required. Experience working with or managing library facilities projects is desirable. LICENSES, CERTIFICATIONS, BONDING AND/OR TESTING REQUIRED Possession of a valid Class C California Driver License and proof of satisfactory Department of Motor Vehicle (DMV) clearance are required. OTHER REQUIRMENTS Personal transportation is required for job-related travel. WORKING CONDITIONS Environment: The work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. This position will be primarily an indoor office environment. Physical Abilities: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The employee must be able to: Lift, carry, push and/or pull items with a strength factor of light work; Hear and speak to exchange information in person and on the telephone; See to read a variety of materials; Possess dexterity of hands and fingers to operate equipment; Stand and walk; Bend at the waist, kneel or crouch; Sit or stand for extended periods of time; Climb a step stool/ladder and reach above shoulders Hazards: Sitting and viewing a computer monitor for extended periods of time Employee Signature Date

6 Item 7.6, Exhibit B Board Approved: 7/26/2018 Revision: Department: Administration Unit: Unrepresented Management Grade: Management Broadband FLSA Status: Exempt/At Will Job Description FACILITIES PROJECTS MANAGER JOB SUMMARY FLSA-exempt management position that acts under the direction of the Facilities Manager to plan, facilitate, coordinate and audit library facilities and capital projects. Develops standards, specifications and project documentation to support Sacramento Public Library s capital needs. Coordinates assigned activities with Library services, departments and outside agencies; contributes to development of system-wide plans, policies and procedures. MAJOR DUTIES AND RESPONSIBLITIES (Functions listed are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.) 1. Research, evaluate and recommend strategies for facilities improvements, renovations and repairs; 2. Develop and track project timelines, prepare and present project reports and summaries; 3. Coordinate capital and facilities procurements, prepare bid packages, perform bid analysis, recommend vendors; 4. Manage, monitor and evaluate contractor performance; 5. Work with managers and staff to review and recommend updates to the Library Facility Master Plan; 6. Work with Facilities Manager to provide required reports and schedules for partner jurisdictions; 7. Formulate and coordinate specifications, requirements for proposals and contracts, and associated documents for parts and supplies acquisitions and contracted services; 8. Provide support and information to Library work teams, consultants, vendors, contractors and partner jurisdiction representatives to assist in facility planning, improvements, repairs and strategic direction; 9. Assist in community needs analyses, including focus groups, stakeholder interviews and surveys; 10. Work with managers and supervisors to develop annual Capital Projects Plan; 11. Assist in planning and developing annual, final and mid-year budgets for the Facilities department; forecast funds needed for construction, equipment, furnishings, materials and supplies; monitor and approve expenditures; 12. Coordinate and supervise the work of facilities staff; 13. Provide exceptional internal and external customer service; 14. Perform other related duties as assigned. QUALIFICATIONS: Knowledge, Skills and Abilities 1. Knowledge of federal, State and local laws, regulations, ordinances and best practices relating to capital projects; 2. Knowledge of principles and practices of project management; 3. Knowledge of principles and practices of budget preparation and administration; 4. Excellent organizational skills and attention to detail; 5. Outstanding communication and time-management skills; 6. Thorough understanding of construction procedures and materials;

7 7. Ability to exercise tact, foresight, creativity and problem-solving skills; 8. Ability to meet deadlines and exercise attention to detail; 9. Integrity, accountability and personal responsibility; 10. Ability to be resilient in an environment of limited resources and competing claims; 11. Lead through collaboration, team-building and consultation; 12. Set, model and maintain a positive work environment. EDUCATION AND EXPERIENCE Any combination of equivalent education and experience that could likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities required would be: Bachelor s degree from an accredited college or university and five years experience coordinating facilities and capital projects of varying scope and size, coordinating maintenance services in multi-location organizations, or Ten years experience coordinating facilities and capital projects of varying scope and size, coordinating maintenance services in multi-location organizations and related experience in contracting, building trades or related field. LICENSES, CERTIFICATIONS, BONDING AND/OR TESTING REQUIRED Valid Class C California Driver License and proof of insurance are required. OTHER REQUIREMENTS Personal transportation for job-related travel. WORKING CONDITIONS Environment: The work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. This position will include indoor office and construction environments. Physical Abilities: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The employee must be able to: Lift, carry, push and/or pull items up a strength factor of light work; Hear and speak to exchange information in person and on the telephone; Use close vision and color vision, and adjust focus visually; Possess dexterity of hands and fingers to operate equipment; Stand and walk; Bend at the waist, kneel, or crouch; Sit or stand for extended periods of time; Climb a step stool or ladder and reach above shoulders. Hazards: Contact with dissatisfied individuals is possible. Employee Signature Date

8 Item 7.6, Exhibit C Job Description HUMAN RESOURCES MANAGER I/II JOB SUMMARY This is a single position FLSA-exempt manager classification with two levels. Board Approved: 7/26/18 Revision: Department: Human Resources Unit: Unrepresented Management Grade: Management Broadband FLSA Status: Exempt/At Will Level I is the entry level in this professional class series in which the incumbent exercises oversight of human resources activities under general supervision while gaining exposure and experience to all facets of a human resources operations. Level II is the fully experienced professional level in the series; incumbents exercise independent professional judgment over all human resources activities. MAJOR DUTIES AND RESPONSIBLITIES (Functions listed are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. Incumbents in the Level I of the series are responsible for the duties below and perform them under guidance and supervision.) 1. Oversee and lead the functional areas assigned to Human Resources including, but not limited to, recruitment and selection, performance management, onboarding, retention, classification, compensation, training, benefits, labor and employee relations, and compliance; 2. Select, assign, supervise, coordinate, review and evaluate the work of department staff; 3. Analyze and evaluate the Library s classifications, compensation, benefits, and salary needs, and consult with, advise and make recommendations to the Leadership Team; 4. Plan and direct the Library s recruitment and selection program; 5. Consult with, advise and make recommendations to the Leadership Team to ensure compliance with local, state and federal requirements; 6. Develop policies, procedures, rules and regulations to ensure Human Resources best practices; 7. Prepare Authority Board reports and departmental budget estimates; authorize expenditure of funds; 8. Collaborate with the Leadership Team to develop the strategic direction in Human Resources for the Library; 9. Provide exceptional internal and external customer service; 10. Alert the Leadership Team to complex liability and employee issues and offer solutions and courses of action; 11. Administer all aspects of the Library s progressive discipline process; 12. Perform other duties as assigned. QUALIFICATIONS: Knowledge, Skills and Abilities 1. Expertise in principles and practices of management, supervision and training; 2. Knowledge of federal, State and local laws, regulations, ordinances and best practices relating Human Resources and labor relations; 3. Expertise in principles and practices of public Human Resources administration, including recruitment, selection, onboarding, position classification and salary administration; 4. Thorough understanding and knowledge of Library procedures, policies and organization; 5. Knowledge of trends and developments in Human Resources management;

9 6. Outstanding communication and time-management skills; 7. Sound judgment and the ability to make independent decisions; 8. Ability to take prompt action to address issues, solve problems and support the organization; 9. Ability to Initiate, facilitate, plan or implement change; support innovation and creativity; 10. Ability to prepare accurate and reliable reports containing findings, conclusions and recommendations; 11. Ability to demonstrate tact, foresight, creativity, flexibility and problem-solving strategies; 12. Integrity, accountability and personal responsibility; 13. Ability to be resilient in an environment of limited resources and competing claims; 14. Lead through collaboration, team-building and consultation; 15. Set, model and maintain a positive work environment to further and align the Library s mission, vision and goals; 16. Analyze problems or issues, evaluate alternatives and implement changes; 17. Work independently and as part of a team. EDUCATION AND EXPERIENCE Any combination of equivalent education and experience that could likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities required would be: Level I Associate s degree (or equivalent) from an accredited college or university in a related field and two years of supervisory experience or experience leading change in an organization, improving processes and procedures, working with a diverse range of people and situations and demonstrating the ability to identify problems and develop solutions. Level II Bachelor s degree from an accredited college or university in Human Resources, labor relations, business administration or closely related field or designation as a Senior Professional in Human Resources Management (SPHR) and/or International Public Management Association Certified Professional in Human Resources (IPMA- CP) and three to five years of professional experience in Human Resources and Labor relations. LICENSES, CERTIFICATIONS, BONDING AND/OR TESTING REQUIRED Valid Class C California Driver License and proof of insurance is required. OTHER REQUIREMENTS Personal transportation for job-related travel. PHYSICAL/MENTAL ABILITIES Mobility - Constant sitting for long periods of time while operating a keyboard; occasional walking, bending, stooping, kneeling, reaching, pushing and pulling; Lifting - Occasional lifting of 10 pounds or less; Vision - Constant use of overall visual capabilities; frequent need for use of color perception, hand/eye coordination, reading and/or close-up work; Dexterity - Frequent holding, grasping, typing, repetitive motion and writing; Hearing/Talking - Constant hearing and talking of normal speech in person and on the telephone; occasionally speaking in front of large groups of people; Special Requirements - May require occasional weekend or evening work; Emotional/Psychological - Constant concentration, decision-making and public contact; occasional ability to exercise sound judgment, especially under stressful situations; and working alone; and Environmental Conditions - Occasional exposure to noise. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions of this job.

10 SACRAMENTO PUBLIC LIBRARY AUTHORITY POSITION CONTROL REPORT July 26, 2018 Item 7.6, Exhibit D FY FY Proposed Proposed May 24, 2018 July 26, 2018 Change Accounting Specialist 2 2 Administrative Analyst 1 1 Administrative Assistant 2 2 Adult Learning and Literacy Supervisor 1 1 Building Maintenance Worker 2 2 Capital Projects Manager Circulation Supervisor Collection Services Manager 1 1 Communications Assistant 1 1 Communications and Virtual Services Manager 1 1 Community Engagement Manager 1 1 Creative Project Coordinator 1 1 Custodial and Logistics Supervisor 1 1 Custodian Deputy Director 2 2 Early Learning Specialist 1 1 Events Coordinator Facilities Manager Facilities Operations Manager Facilities Projects Manager Field Custodial Supervisor 1 1 Finance Manager 1 1 General Services Worker Human Resources Analyst 2 2 Human Resources Manager Human Resources Manager I/II Human Resources Technician 1 1 Information Technology Analyst 1 1 Information Technology Supervisor 1 1 Information Technology Technician 2 2 Integrated Library Services Supervisor 1 1 K-12 Specialist 1 1 Librarian Library Assistant* Library Associate* 6 6 Library Communications Analyst 1 1 Library Director 1 1 Library Galleria Coordinator 1 1 Library Program Specialist 1 1 Library Supervisor I Library Supervisor II Library Supervisor III Materials Handler 4 4 Procurement and Contracts Coordinator 1 1 Public Information Coordinator 1 1 Public Services Manager 3 3 Safety/Security Coordinator 1 1 Senior Accounts Payable Technician 1 1 Senior Budget/Finance Analyst 1 1 Senior Information Technology Analyst 2 2 Senior Information Technology Technician 2 2 Senior Maintenance Worker 1 1 Senior Payroll Technician 1 1 Special Projects and Remodeling Coordinator 1 1 Visual Communications Specialist 1 1 Volunteer Coordinator 1 1 Youth Services Manager 1 1 Total FTEs FTEs are full-time equivalent positions, equating part time positions into fraction of a full time position.